Administrative Specialist I (11369, Grade 18)

at  The MarylandNational Capital Park and Planning Commission

DESCRIPTION

The Maryland National Capital Park & Planning Commission is one of the largest organizations servicing both Montgomery and Prince George’s counties. The park systems are managed in both counties and in Prince George’s County, the public’s recreation programs are developed and maintained.
As part of the Prince George’s County Parks and Recreation is the largest Division, Facility Services (FSD), who provides high quality maintenance and maintenance support services for all of the parks and recreation facilities, FSD has six (6) major work areas: Fleet Management, Buildings & Structures (Trade Shops), Horticulture & Forestry, Major Maintenance & Inspection, Critical Projects (Aquatics, Sustainability, and Heavy Equipment/Roads and Grounds/Trails) and the Administrative section.
The Administrative Specialist I position resides with the Administration section, Administration is responsible for preparing/managing the operational budget, payroll processing and human resources management for the Division. This position reports to FSD’s Administrative Supervisor and will be responsible for performing administrative support duties and assist with supporting the Division Chief and Leadership Team with special projects, day to day functions, conduct research and long range project management.
The successful candidate offers a range of tasks and requires that you have a strong work ethic, be highly motivated, organized, flexible, strong project management skills; ability to balance multiple requests and deadlines simultaneously; exceptional customer service skills to manage interactions with staff, citizens, gather data and prepare reports; experience with scheduling meetings, answering and direct inquiries; ability to rely on experience and judgement to plan and accomplish goals and a wide degree of creativity to solve problems.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in business administration, management or related subjects; and
• Two (2) years of progressively responsible administrative experience related to the needs of the division or department to which the position is assigned; or
• An equivalent combination of education and experience.
• Ability to communicate clearly and effectively orally and in writing with a keen attention to detail.
• Possess excellent communication skills
• Proficient in Microsoft Word, Excel, PowerPoint and Adobe Acrobat

MINIMUM QUALIFICATIONS

1. Bachelor’s Degree in Human Resource Management, Finance, Business or any related field.
2. One (1) year of experience in human resource management, finance or any other related area of business administration.
3. An equivalent combination of education and experience may be substituted, which together total 5 years.

• Performs technical human resources support work. Maintains and updates confidential personnel files. Initiates, prepares, processes and tracks paperwork such as personnel actions, tuition assistance, FMLA paperwork and related supporting documents. This individual is also the liaison between division employees and Human Resources for benefit issues, coordinates the fingerprinting responsibilities for seasonal employees as well as screen all seasonal employee applications for submission to hiring managers.
• Reviews employees’ time and attendance in Kronos for accuracy, reports any potential errors to managers and payroll and performs administrative sign-off.
• Work with Division Chief, Leadership Team and managers to create job descriptions, prepare and review interview questions
• Performs recruitment and selection processes. Drafts, reviews, and edits vacancy announcements and advertisements, assists with screening applications and arranging interviews. Conducts orientation sessions for new employees to explain unit organization, policies and procedures.
• Compile and analyze monthly project tracking reports and bi-weekly action items lists
• Facilitate and support multifaceted special projects for the Division and Department
• Communicates and interacts effectively with business contacts. Establishes and maintains working relationships, with internal and external contacts. Actively listens to understand the needs and concerns of stakeholders, and coordinates to obtain desired results.
• Under general supervision, provide administrative and clerical support to the Administrative Supervisor and Leadership Team, including scheduling meetings, preparing correspondence on their behalf and assisting in the development and implementation of division programs/events
• Organize, assess and prioritize multiple tasks, projects and demands
• Monitor administrative process to ensure conformance with policies and procedures
• Conduct research on designated topics. May perform difficult administrative support work to ensure the efficiency and effectiveness of office operations
• Tracks due dates for items such as employee performance reviews, expense reports, mileage logs, etc. Alerts supervisors and staff of any due dates or pending matters.
• Maintains confidentiality of data including legally protected personal information, proprietary, and pre-decisional, information not subject to public information disclosure, sensitive programmatic data and other sensitive data.
• Perform other duties as assigned.